City Commission Regular Meeting Brief for April 30, 2024

City Commission Approves Resolution 24-10
The City Commission approved a resolution to authorize the execution of a statewide mutual aid agreement in order to be eligible for assistance after a disaster. The State of Florida Emergency Management Act, Chapter 252, authorizes the State and its political subdivisions to provide emergency aid and assistance in the event of a disaster or emergency. Florida law also authorizes the State to coordinate the provision of any equipment, services, or facilities owned or organized by the State or its political subdivisions for use in the affected area upon the request of the duly constituted authority of the area. By adopting the Statewide Mutual Aid Agreement, the City maximizes the prompt, full, and effective use of resources of all participating governments in the event of an emergency or disaster.

City Commission Approves Award of Contract for Parks and Recreation Master Plan
The City Commission approved to award the contract for a Parks and Recreation Master Plan to Miller Legg. On December 22, 2023, the Parks and Recreation Department issued a Request for Proposal (RFP) for the development of a comprehensive master plan to guide the future growth and development of our parks and recreational facilities and programs. The purpose of the master plan is to ensure the efficient and effective use of City’s resources, enhance community engagement, and align our parks and recreational offerings with the needs and preferences of our residents. The proposals were due on January 31, 2024. The City received four (4) proposals from the following qualified firms: Bermello Ajamil & Partners, Chen Moore & Associates, Miller Legg, and Walters Zackria Associates. Miller Legg emerged as the top-ranked firm in both evaluation committee meetings involving presentations and Q&A based on their extensive experience in developing parks and recreation master plans for communities similar to Cooper City. Their proposal demonstrated a deep understanding of our community's unique characteristics and challenges, and their approach emphasized stakeholder involvement and sustainable planning principles. The Master Plan will be conducted in a nine (9) to ten (10) month period. Miller Legg’s proposed, and accepted, pricing for master plan services is $173,500.

City Commission Approves Multiple Job Descriptions
The City Commission approved multiple job descriptions for the Finance, Administration, Human Resources, and Public Works Departments.

City Commission Approves Quotation for Sports Lighting
The City Commission approved the Basketball, Volleyball, and Pickleball Court Lighting Quotation dated March 15, 2024, from Musco Sports Light, LLC under Clay County Contract No. 18/19-2 for Various Equipment and Amenities for Parks and Playgrounds in the amount of $170,000. On February 14, 2019, Clay County published public notice Request for Proposal No. 18/19-2 for Various Equipment and Amenities for Parks and Playgrounds; Musco Sports Light, LLC (“Musco”) was the awarded Vendor on May 29, 2019. The Suellen H. Fardelmann Sports Complex currently utilizes metal halide luminaires at the basketball, pickleball, and volleyball locations, which lack remote control capability and are not energy-efficient or environmentally friendly lighting options. The aforementioned quotation encompasses the implementation of a Control-Link control and monitoring system for remote on/off and dimming control, along with retrofitting existing poles with Musco for LED equipment. These upgrades are part of the Florida Department of Environmental Protection ("FDEP") Land and Water Conservation Fund ("LWCF") Program Grant Agreement for the Suellen Fardelmann Sports Complex project, identified by agreement number LW751. This agreement encompasses enhancements for various facilities, including the baseball field, playground, basketball court, pickleball court, restrooms, and design/engineering/planning aspects. The LWCF grant provides a total funding of $493,000.00. Cooper City's contribution matches half of this amount, at $246,500.00, as outlined in Exhibit 9, with FDEP providing the remaining $246,500.00. The lighting improvements account for $170,000.00 of the project total. The project plan entails engaging a Consulting Firm from an existing contract, to determine the optimal allocation of the remaining fund balance of $323,000.00 for the aforementioned enhancements.

City Commission Accepts the Annual Comprehensive Financial Report
The City Commission accepted the Annual Comprehensive Financial Report (ACFR) as presented to the Commission on April 9, 2024. The compliance report covers the internal controls and compliance with grants and laws. The report was fully clean and did not note any noncompliance issues.

City Commission Approves Fiscal Year 2025 Budget Calendar
The City Commission approved a timeline that will facilitate a smooth and transparent budgeting process for the upcoming fiscal year. Among the dates approved, a Public Input Budget Meeting will be held on May 28, 2024 at 5 PM at City Hall.

City Commission Directs Staff to Facilitate a Presentation on School Zone Automated Speed Detection System
The City Commission has directed staff to engage with potential vendors to provide a presentation on school zone automated speed detection systems during a future City Commission meeting.

City Commission Approves Automated License Plate Reader & Expansion Program
The City Commission approved the expansion of the City’s strategic grid of Automated License Plate Readers (ALPRs), following the law enforcement team’s recommendation to install 21 additional cameras. The City approved a four-phased technology plan for public safety, which was originally presented to the city commission by BSO District Captain Christopher De Giovanni in October 2021. The first phase of the plan was to install strategically placed ALPRs throughout the city. On November 30, 2021, the City Commission approved the initial ALPR project. However, at the time, FDOT (District 4) would not allow the installation of law enforcement surveillance equipment within their right-of-way (ROW). For that reason, the finalized ALPR project did not include key city locations that were identified as a FDOT ROW. Effective July 1, 2023, HB1305 paved a path to formalize a permitting process for ALPRs within FDOT ROW. The public safety team worked with Vetted Security Solutions (VSS) to conduct site surveys at each of the proposed locations to obtain accurate quotes based on the field walkthrough(s). VSS was the City’s prior approved vendor that assisted in the realization of the four-phased technology plan, to include the construction of Cooper City’s Real-Time Crime Center (RTCC). VSS works with Millenium Products Inc. to provide all equipment through a GSA, federal supply contract (#GS-07F-0031W). The GSA Schedule [also referred to as Multiple Award Schedule (MAS) and Federal Supply Schedule] is a long-term government wide contract with commercial firms providing federal, state, and local government buyers access to commercial products and services at volume discount pricing. It is a cooperative purchasing contract, allowing state and local governments to benefit from the federal rates. The total cost for the selected sites is $286,481.93, which does not include permitting, meter, CLK or related fees. However, the estimated cost of permitting fees, FPL meter(s), CLK and other related costs, e.g., city pump repair, if needed, would be within the overall approved budget, i.e. less than $20,000, and therefore would be within the city manager’s threshold to approve as a change order, as needed.

City Commission Approves Agreement with Contractor for the Replacement of Water Meters and Installation of New Dual Check Valves
The City Commission approved a piggyback agreement with Pasco County’s agreement with National Metering Services, Inc. for IFB-SN-23-007, “As Needed Dual Check Valve Change Out Program Services,” in the amount of $577,500 for the replacement of certain water meters and the installation of new dual check valves. On April 9, 2023, the City Commission approved the acquisition of 5,500 Zenner manual water meters and 5,500 Watts dual check valves in response to ongoing challenges with the city's advanced water meter infrastructure. Given the scale of replacements required and the constraints on our city workforce, it has been deemed essential to engage a contractor for the installation of these meters. Throughout the 6 to 8 month project duration, the focus will shift from installing Advanced Metering Infrastructure (AMI) to the removal of AMI and the installation of analogue or direct read meters. The contractor will undertake the responsibility of reading all removed meters and meticulously logging the readings on the work order. This record keeping provides comprehensive data for the meter replacement program. Subsequently, this data will be shared with Utility Billing to precisely calculate the consumption of each account, thereby aiding in the recovery of revenue losses. Moreover, the project will entail actively installing check valves in locations where none currently exist, with a prescribed unit cost of $105.00. In instances where a check valve is already present, the lower replacement cost of $78.00 per the contract-pricing page will be applied. Sufficient funds are available in the Water & Sewer Fund.

City Commission Lifts Suspension on the Optimist Club of Cooper City Tackle Football Program and Instills Probationary Period on the Program
The City Commission reconsidered and lifted the suspension on the Optimist Club of Cooper City Tackle Football Program. The suspension stemmed from the program failing to comply with Resolution 12-7-5, specifically the policy of the Cooper City Commission that Optimist programs shall include a minimum of 70% Cooper City residents. The Commission has directed staff to work directly with the Optimist to work toward fulfilling the 70% Cooper City resident requirement. By lifting the suspension, the Optimist Club of Cooper City Tackle Football Program will continue utilizing City fields and will utilize Pioneer Middle School fields as part of a reciprocal use agreement (RUA).

City Commission Approves Resolution 24-12
The City Commission approved a resolution to accept the ownership of the water and sanitary sewer improvements, dedicate the utility easement, and reduce the Performance Bond to a 25% one-year maintenance bond, associated with Kingfisher Reserve Development Project generally located at 5700 SW 106 Avenue. The development of the Kingfisher Reserve by CC Homes at Kingfisher Reserve, LLC, included the construction of approximately 3,180 feet of water main, 5 fire hydrants, 2,802 feet of sanitary sewer main, and eight manholes connecting to the City’s water main and sanitary lift station on 106th Avenue and extending into the property. Further, pursuant to Section 22 of the Developer's Water & Sewer Agreement, the developer must reduce the 110% Performance Bond to a one-year Maintenance Bond in the amount of 25% of the certified completed water and sewer facilities cost.

City Commission Approves Ordinance 24-07 on First Reading
The City Commission approved an ordinance, on first reading, which would amend Article XII “Compliance with the Internal Revenue Code.” Under the current plan, benefits must commence to members not later than April 1 of the calendar year following the later of the calendar year in which the member attains age 70½. If the proposed ordinance is adopted, benefits will need to commence to members not later than April 1 of the calendar year following the later of the calendar year in which the member attains age 72. This ordinance will be brought forward for a second reading during the City Commission Regular Meeting scheduled for May 14, 2024.

City Commission Approves Ordinance 24-08 on First Reading
The City Commission approved an ordinance, on first reading, that would amend Chapter 2 “Administration,” of City’s Code of Ordinances to comply with Chapter 2019-21, Laws of Florida; by amending Article IX, “Disability,” and Article XI, “Death Benefits,” of Section 2-158. Upon the adoption of this ordinance, firefighters who become disabled before retirement due to cancer (as defined in Section 112.1816(1), Florida Statutes) or from the treatment of such cancer (as defined in Section 112.1816(1), Florida Statutes) shall be considered to have become disabled in the line of duty. This ordinance will be brought forward for a second reading during the City Commission Regular Meeting scheduled for May 14, 2024.

City Commission Approves Ordinance 24-10 on First Reading
The City Commission approved an ordinance, on first reading, which would amend Ordinance No. 23-21 and providing for an amended budget for Fiscal Year 2023-2024. This budget amendment would increase the budget by an amount not to exceed $170,000 for a Vulnerability Assessment of the City’s critical assets as required in the Florida Department of Environmental Protection (DEP) Grant Agreement No. 23PLN78 subject to the final signoffs. Hazen is one of the three (3) consultants selected through the City’s RFQ No. 2020-1 and approved by the City Commission on June 8, 2021, after meeting the requirements of Florida Statute (F.S.) 287.055, commonly known as Consultants’ Competitive Negotiation Act (CCNA). Pursuant to F.S. 287.055(2)(g), a consultant selected through the CCNA process can be awarded a “Continuing Contract” for professional services for each study in an amount not to exceed $500,000 without any additional competition. Hazen’s Task Order 2023-02 will be funded entirely by the grant monies and will be available after the DEP signs off the aforementioned agreement. This budget ordinance adds $170,000 to a grant fund and an offsetting $170,000 to Professional Services – Engineering. This ordinance will be brought forward for a second reading during the City Commission Regular Meeting scheduled for May 14, 2024.

More Information
For more information related to items on the April 30, 2024 agenda, please visit: https://meetings.municode.com/adaHtmlDocument/index?cc=COOPERCITY&me=aa3612da1e794aac95583cac3266f829&ip=true.

The next City Commission Regular Meeting will be held on May 14, 2024 at 6:30 p.m. at Cooper City Hall located at 9090 SW 50 Place, Cooper City, FL 33328.